ADMINISTRATIVE ASSISTANT (SOAS) (3487)

The Administrative Assistant to the Dean of Arts & Sciences and Department Chairs assists in managing a complex schedule and demanding project load, including scheduling and planning domestic travel, individual and group meetings, events, and communication and stewardship efforts in furtherance of the School and University goals. The Administrative Assistant will also coordinate and provide support to all faculty assigned to the School of Arts & Sciences.

Essential Functions:

• Ability to liaise with high-level constituents, including but not limited to campus administrative leadership, Trustees, and other volunteers.
• Understand and manage all operational aspects of the departments.
• Provide daily support for the Dean- process incoming and outgoing mail; other administrative support duties as needed, including scanning and copying; assist in conducting evaluations of programs and staffing.
• Manage Chairs' calendar — help track reminders and meet deadlines; prepare for meetings and calls, including communicating with internal staff and external contacts; coordinate daily workflow, print out all calendar schedules and materials; consult with Chairs as needed on appointments, priorities, and schedules.
• Responsible for all aspects of staff trips and meeting planning, including but not limited to preparing briefing materials, making air/ground arrangements, selecting and reserving accommodations, arranging meeting schedules with multiple participants, hospitality, host/hostess gifts; creating agendas, itineraries, and providing background information in preparation for meetings.
• Monitor and assist in maintaining trip/call reports on a timely basis and meeting follow-up as necessary.
• Plan, coordinate, and direct elements for staff meetings and retreats, including meeting schedule, budget, site selection, meals & entertainment, meeting rooms, supplies and equipment, special events, etc.
• As assigned to liaise between students, staff, and faculty.
• As assigned by the Chairs, liaise with appropriate constituents in preparing materials and schedules for participation on various internal committees, external boards, and institutional memberships.
• Initiate query process to create agendas, attend meetings when necessary; take, edit, and disseminate minutes; summarize and follow up on actions as needed/ directed.
• Develop and ensure compliance of the filing system and systematic record keeping and archiving. Ensure safekeeping of confidential materials.
• Supervise and train student workers and delegate additional duties as required.
• Manage and adhere to all policies and procedures that are compatible with university policies and procedures.
• Manage internal and external communications. Compose and edit as necessary, including but not limited to general correspondence, gift and other acknowledgements, proposals, gift agreements, and follow-up correspondence for various constituents.
• Audit and ensure updates to webpages.
• Assist with the composition of presentations, speeches, and talking points when necessary. Coordinate various presentation and meeting materials (e.g., PowerPoint presentations, handouts for conference presentations/panels, information packets, and gifts for constituent meetings).
• Serve as Secretary to the Advisory Board minutes in perpetuity (for auditors, historical purposes, etc.)
• Initiate, coordinate, and execute elements of meetings and agendas. Insure confidentiality of records and materials.
• The omission of specific duties does not preclude the supervisor from assigning duties that logically relate to the position.

Knowledge, Skills, and Abilities:

• Ability to handle information of a sensitive and confidential nature in the utmost professional manner. Demonstrate a high level of professionalism, initiative, resourcefulness, and personal accountability.
• Effective analytical and decision-making skills. Excellent communication (oral and written), organizational, and time management skills. Effective interpersonal skills and ability to work with diverse constituents.
• Attention to detail and adaptability to a changing environment are extremely important, as well as dependability.
• Moderate physical activity. Requires handling objects of average weight up to fifty (50) pounds or standing and/or walking for more than four (4) hours per day.

Minimum Qualifications:

• The position requires a GED or High School diploma with at least 3 years of administrative assistance experience directly related to the duties and responsibilities specified. A bachelor's degree is preferred.
• Proficiency in MS Office Suite, LinkedIn Leaming, as well as knowledge and understanding of the organizational structure, workflow, and operating procedures.
• Familiarity with Jenzabar technology suited for higher education is preferred. 
• Flexibility to work outside of normal business hours.

Pre-Employment screening:

• Criminal background check.

Florida Memorial University is an Equal Employment Opportunity Employer. In compliance with the American Disabilities Act (ADA), those functions of the job that are identified essential are required to be performed with or without reasonable accommodations. Requests to facilitate the performance of essential functions will be given careful consideration